Programme Associate

As a member of the Programme team, and under the supervision of the Programme Specialist or Analyst, the Programme Associate provides support primarily to the leadership in execution of services in his or her respective Programme Team, and supports the formulation, planning and management of the UNDP Indonesia programme by managing data and facilitating programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations and backstops as necessary the Programme Associates in his or her Programme Team.

The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex programme and finance-related issues and exchange of information.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

Supports effective planning, implementation, monitoring and timely reporting:

• Supports collection, analysis and presentation of background information for preparation and formulation of CCA, UNSDCF, CPD and other strategic documents and policy papers.
• Compiles information, development and presentation of background information for the formulation of project documents, work plans, budgets, and proposals within the assigned portfolio.
• Provides inputs to the CO planning, monitoring and reporting documents (corporate, regional and CO systems and platforms).
• Contributes to the analysis of information on donors, partners, including provision of information on projects funded through government cost-sharing.
• Supports project planning, monitoring and evaluation, and day-to-day project management, including project communication and reporting, as required.
• Contributes with research data to concept notes, project ideas, funding proposals, policy briefs etc.
• Supports the development of new pipeline projects and provides inputs and updates on the pipeline information.
• Supports monitoring and timely preparation of information and reports according to approved project documents, corporate timelines, and CO requirements.
• Supports integration of gender considerations in all programmes/projects from the design to implementation, including planning and budgeting, implementation, monitoring and evaluation, as well as reporting in line with and using the corporate gender equality commitments, tools and strategies.
• Participates and contributes to the programme team meetings, preparation and implementation of the workplans and implements assigned activities under the respective plans.
• Supports the achievement of performance targets in line with CO plans and priorities.
• Monitors and ensures timely operational and final closure of projects within the portfolio.
• Supports quality assurance for projects information in corporate systems and open data platforms in accordance with UNDP’s policies and procedures, as needed.

Provides operational and financial management support to the Programme team and the country office:

• Supports planning, monitoring and reporting of programmes and projects pertaining to  budget and resource management, and ensures support in quality control of financial resource management, flagging any deviations or bottlenecks.
• Reviews of financial/expenditure reports; prepares and submits payment and other programe/project-related requests; implements corrective actions in line with UNDP rules and regulations.
• Reviews project budgets and budget revisions to ensure matching with available resources in projects.
• Raises e-requsitions and ensures that vouchers processed are matched and completed, and transactions are correctly recorded and posted in ERP.
• Supports in data entries, including relevant cost-recovery rates and their distribution, as required.
• Enters budget and revisions into the ERP and ensures appropriate documentation management.
• Checks CDR Bridge and provides support in verification of Combined Delivery Reports and follow-up on their signing by UNDP and Implementing Partners, as required.
• Supports tracking of programme delivery and in implementation of acceleration or corrective measures.
• Provides support in follow-up to recommendations from audits and assessments (e.g., CO/DIM/NIM Audits, evaluations).
• Uploads required documentation in the corporate systems.
• Ensures regular monitoring of contribution agreements milestones and flags potential delays in attainment of milestones for timely corrective measures.

Provides support to implementation of business processes, quality assurance and oversight of programmes:

• Supports development and implementation of standard operating procedures for the CO and projects.
• Ensures that business processes are followed by CO and project teams in line with the UNDP regulations and rules and the UNDP internal control framework.
• Supports in quality assurance processes, including regular updates of project information and risk registers are made by project and programme teams.
• Assists in quality assurance processes of the Country Office in accordance with UNDP’s policies and procedures, as needed.
• Supports oversight and monitoring processes of the Country Office in implementation of the Harmonized Approach to Cash Transfer (HACT) framework, including assurance plans and assurance activities.
• Supports the oversight measures of NIM projects (incl. monitoring support of cash advances and liquidation, required capacity assessments, etc.)
• Ensures efficient update and follow-up to the DIM/NIM project audits in the UNDP CARDS system.
• Implements effective internal controls, and proper functioning of a client-oriented financial resources management system.
• Supports the establishment of the effective mechanisms within the team and Country Office focusing on efficient delivery of development results.

Facilitates Learning, Knowledge Management and Self Development:

• Assists the programme unit in capturing, codifying, synthesizing lessons from evaluations and assessments and helps in sharing and accumulating best practices and experience across teams and the region.
• Facilitates peer reviewing, commenting on, and seeking to improve, the quality of projects, good practices, guidelines, and other documents, as required.
• Supports organization of training and workshops for CO and project personnel on project management, financial management, and ERP use.
• Supports in provision of guidance to implementing partners on project management and implementation, administrative procedures, monitoring and reporting in compliance with POPP.
• Participates in events and provides sound contributions to knowledge networks and communities of practice.
• Develops and carries out a personal professional development and learning plan as agreed with the supervisor.

Required Skills and Experience

Education:

• Secondary Education is required
• University Degree (Bachelor’s degree) in Business Administration, Management, Public Administration, Economics, Social Studies or related fields will be given due consideration but not a requirement
• Specialized certification in Programme or Project Management (e.g., MSP or PRINCE-2) or Accounting and/or Finance is a distinct advantage.

Experience:

• Minimum 6 years (with secondary education) or 3 years (with Bachelor degree) of progressively responsible administrative, finance or programme experience at the national or international level is required
• Proficient user of computers and office software packages (MS Word, Excel, etc.) is required.
• Knowledge of ERP platforms (Oracle etc.) and experience in handling web-based management systems is highly desirable.
• Experience in programme management support is desirable.
• Experience in supporting business processes and quality assurance is desirable.
• Experience in operational, administrative and/or financial management support is desirable.
• Knowledge of UNDP’s policies and procedures on programme or project finance is desirable.
• Fluency in English is required. Fluency in the national language (Bahasa) of the duty station is required for local staff.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/17835